PagesConstruction & EngineeringOfficial

🏁Project Closeout Checklist

Comprehensive closeout checklist covering warranties, as-builts, training, final inspections, and turnover.

by Peopsy

Preview: Project Closeout Checklist

Project Closeout Checklist

💡

Start closeout activities 60 days before substantial completion. Every day of delay after SC costs you retainage interest and goodwill.

Project Info

Field

Value

Project Name

[Project Name]

Substantial Completion Date

[YYYY-MM-DD]

Final Completion Date

[YYYY-MM-DD]

Warranty Start Date

[YYYY-MM-DD]

Retainage Held

[$XXX,XXX]

Documentation

As-built drawings updated and submitted to architect

O&M manuals compiled for all building systems (3 copies + digital)

Warranty letters collected from all subcontractors

Equipment warranties registered with manufacturers

Attic stock delivered and inventoried (ceiling tiles, paint, flooring)

Keys, access cards, and security codes turned over to owner

Spare parts and special tools delivered per spec

Inspections & Approvals

Final building inspection — Certificate of Occupancy obtained

Fire marshal inspection passed

Elevator inspection and certificate obtained

Health department inspection (if applicable)

Environmental closeout (SWPPP termination, NOT filed)

Third-party commissioning complete and report issued

Architect substantial completion punch list — 100% resolved

Training & Turnover

HVAC systems — training delivered and documented

Fire alarm and sprinkler systems — training delivered

Building automation system (BAS) — training delivered

Security and access control — training delivered

Elevator operation — training delivered

Maintenance schedule provided for all systems

Financial Closeout

All change orders executed and closed

Final pay application submitted

Final lien waivers collected from all subs and suppliers

Consent of surety obtained (if bonded)

Retainage release requested

Final project cost report prepared

⚠️

Do not request retainage release until ALL documentation, lien waivers, and inspections are complete. Incomplete submittals are the #1 reason retainage is withheld.

About this template

Project closeout is where retainage is earned — or stuck in limbo for months. This checklist ensures nothing falls through the cracks: as-built drawings, O&M manuals, warranties, final inspections, lien waivers, training, and formal turnover. Use it starting 60 days before substantial completion to keep closeout on track.

Tags

project-closeoutwarrantyas-builtconstruction-turnover

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Week of: [Date] — [Date]

Monday

Most important task for the day

Second priority task

Third priority task

Tuesday

Most important task for the day

Second priority task

Third priority task

Wednesday

Most important task for the day

Second priority task

Third priority task

Thursday

Most important task for the day

Second priority task

Third priority task

Friday

Most important task for the day

Second priority task

Wrap up loose ends and prep for next week

Weekly Review

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Take 15 minutes on Friday afternoon to reflect on your week. This small habit compounds into massive clarity over time.

  • What did I accomplish this week?

  • What didn’t get done and why?

  • What should I carry forward to next week?

  • What’s one thing I could improve next week?

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Change Order Request

💡

Complete this form for every proposed change to the original contract scope. Attach supporting documents (sketches, specs, photos) before routing for approval.

CO Details

Field

Value

CO Number

[CO-001]

Project Name

[Project Name]

Contract Number

[Contract #]

Date Initiated

[YYYY-MM-DD]

Requested By

[Name / Company]

Priority

[Standard / Urgent / Critical Path]

Parties

Role

Name

Company

Contact

Owner / Client

[Name]

[Company]

[Email / Phone]

General Contractor

[Name]

[Company]

[Email / Phone]

Architect of Record

[Name]

[Company]

[Email / Phone]

Subcontractor (if applicable)

[Name]

[Company]

[Email / Phone]

Description of Change

Reason for Change:

  • [Owner-directed change]

  • [Design error or omission]

  • [Unforeseen site condition]

  • [Code or regulatory requirement]

  • [Value engineering]

  • [Other: describe]

Detailed Description:

[Provide a detailed narrative of what is changing, why, and what areas of work are affected. Reference drawing numbers, spec sections, and RFI numbers as applicable.]

Reference Documents

  • [RFI #___]

  • [Drawing Sheet ___]

  • [Specification Section ___]

  • [Photo / Sketch attached]

Cost Impact

⚠️

All cost estimates must include labor, material, equipment, subcontractor markup, and overhead & profit per contract terms.

Item

Description

Qty

Unit

Unit Cost

Total

1

[Labor — trade description]

[X]

[hrs]

[$XX.XX]

[$X,XXX]

2

[Material — description]

[X]

[ea/lf/sf]

[$XX.XX]

[$X,XXX]

3

[Equipment rental]

[X]

[days]

[$XXX]

[$X,XXX]

4

[Subcontractor — name/trade]

[1]

[LS]

[$X,XXX]

[$X,XXX]

Subtotal

[$X,XXX]

Overhead & Profit (__ %)

[$XXX]

Total CO Value

[$X,XXX]

Net impact to contract value: [+ / - $X,XXX]

Schedule Impact

Field

Value

Days Added / Removed

[+/- X calendar days]

Affected Activities

[List critical path activities impacted]

Revised Substantial Completion

[YYYY-MM-DD]

Concurrent Work Possible?

[Yes / No — explain]

Approval Chain

Step

Role

Name

Date

Status

1

Submitted by (Requestor)

[Name]

[Date]

[Submitted]

2

Reviewed by (PM / Superintendent)

[Name]

[Date]

[Pending]

3

Approved by (GC Principal)

[Name]

[Date]

[Pending]

4

Approved by (Architect)

[Name]

[Date]

[Pending]

5

Approved by (Owner)

[Name]

[Date]

[Pending]

Verification Checklist

Scope clearly defined and not duplicated in other COs

Cost breakdown includes all labor, material, equipment, and markup

Schedule impact reviewed with superintendent

Downstream trade impacts identified (see Cascading Impact page)

Supporting documents attached (drawings, specs, photos)

Insurance and bonding implications reviewed if CO exceeds threshold

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Client Overview

Field

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Client Name

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Main Contact

[Name, Title, Email, Phone]

Account Manager

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Start Date

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Retainer Value

[$X,XXX / month]

Services

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Communication Cadence

[Weekly calls, bi-weekly reports, monthly reviews]

Contract Length

[6 months / 12 months / ongoing]

Billing Cycle

[Monthly / Quarterly]

Primary Goal

[e.g., Increase qualified leads by 40% in 6 months]

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Schedule kickoff call (all stakeholders from both sides)

Set up shared Slack channel or communication workspace

Collect brand assets (logos, fonts, color codes, style guide)

Configure tools access (analytics, ad platforms, CMS, social accounts)

Create client reporting dashboard with agreed-upon KPIs

Establish content/creative approval workflow and turnaround times

Document escalation paths and emergency contacts

Set up project management board with initial deliverables

Schedule recurring check-in meetings for the first 90 days

Conduct internal team briefing on client goals and sensitivities

Send first check-in summary within 48 hours of kickoff

Key Dates & Milestones

Milestone

Target Date

Owner

Status

Welcome email sent

[Date]

[Name]

Pending

Kickoff call completed

[Date]

[Name]

Pending

All access credentials received

[Date]

[Name]

Pending

Brand guidelines documented

[Date]

[Name]

Pending

Reporting dashboard live

[Date]

[Name]

Pending

First deliverable shipped

[Date]

[Name]

Pending

30-day check-in

[Date]

[Name]

Pending

90-day review

[Date]

[Name]

Pending

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